Introduction
The manual was developed following the successful completion of the Drexel University
Society of Women Engineers Region E Student Conference, which was held November 5 -7,
1999.
The Conference involved students from 52 colleges and universities throughout the midAtlantic region. Over 400 students and professionals attended the three-day event.
Conference components included:
 Fundraising Efforts
 A Professional Networking Reception
 Professional and Personal Development Workshops
 A Career and Graduate School Fair
 A Resume Book for Corporations Attending the Career/Graduate
School Fair
 An Outreach Component for High School Students
 An Evening Banquet with a Keynote Address
 A Team-Building Program
Drexel University Students in collaboration with their advisor worked very hard over a 14month period in order to create and organize a successful conference. This manual puts forth
a model for organizations to consider when organizing a conference.
I would like to thank the members of the society for their diligence ~
Jill Bennett
Cindy Scott
Anna Dolata
Julia Ganley
Kathleen Kennedy
Alyssa Koch
Jennifer Morreale
Jennifer Pearlman
Kathleen Thomas
Denise Welsh
Written by ~ Aly Valentine
Director - Student Services, Women in Engineering
Advisor - Society Women Engineers
College of Engineering - Drexel University
Table of Contents
Planning for the Bid
3
The Conference Committee and its responsibilities
3
Developing a Timeline
6
Hotel
10
On-Campus Operations
10
Creating Sponsorship
10
Career and College Fair
11
Workshops
12
Registration
13
Other Conference Components
13
Evaluations
14
Addendum
Sample of Sponsorship Package Information
14
Sample of Evaluation forms (Workshop and Conference Evaluations)
17
Sample of Workshop Tracks
19
2
Planning for the Bid
Most organizations conduct a bid process at the end of an annual conference in order to
determine where the next conference will be held. An organization planning to bid as a
host site should spend a good deal of time and organization in preparing a well executed
bid. The bid should include the following components:
 Site accommodations
o Hotel, break out rooms, banquet facilities, other facilities as
required
 An estimated budget
 A plan for procuring sponsorships
 An overview of the program to be offered
 Unique features that make your school/site ideal
o Proximity to airport, train station, etc
o Tourist attractions
o Proximity to other schools/parts of an organization
The bid should be presented in a concise format. Copies for distribution to key members
of the panel/committee should be distributed. Verbal presentation of the bid should be
done in a clear and professional format; detailing the benefits of the proposed host site. If
possible, a Power Point or slide presentation should accompany the verbal presentation.
The Conference Committee and Its Responsibilities
Conference Committee
This committee is comprised of two conference chairs (who chair major conference
committees, i.e. operations chair) and the executive committee of the society. The
committee is responsible for ensuring that all other committees function appropriately.
Responsibilities include but are not limited to:
 Deciding the conference theme
 Preparing a preliminary time line and updating as necessary
 Planning and facilitating meetings
 Maintaining an accurate record of conference events
 Preparing an appropriate form at for thanking volunteers and the committee
chairs.
 Preparing the evaluation format for the conference
 Reporting the evaluation at a wrap-up meeting.
3
Finance Committee
This committee sets the registration fee based on cost of program. The committee is
responsible for the overall budget as well as distribution and receipt of funds. All
sponsorships and expenditures documented by this committee.
Responsibilities include but are not limited to:
 Setting the budget for the conference
 Setting the fee for registration based on proposed budget
 Maintaining accurate records of receipts and disbursements
 Collecting monies from sponsors and send receipts
 Allocating funds to various committees
 Point of contact for the all issues related to budget and expenditures
 Negotiating all contracts with various offices and constituents
 Providing list of sponsors to Corporate/College Support and Career Fair
committee
 Report on budget status at conference committee meetings
Programming and Operations Committee
The objective of this committee is to coordinate the scheduling of the various sessions
and events.
Responsibilities include but are not limited to:
 Coordinating with the hotel and the registration committee availability of rooms
and assignment of registrants.
 Coordinating with Catering - meals, choices, cost and final counts. (Including
banquet)
 Working with the room scheduler regarding availability of registration area,
breakout rooms, career/college fair rooms, and banquet room.
 Receive A/V forms from speakers and make arrangements to meet requests
 Coordinate any transportation needed between events
 Reconfirm A/V requirements with speakers
 Prepare a program plan (time and topics) for sessions and events
 Procure speakers for the break-out sessions
 Procure keynote speaker for the banquet
Corporate/College Support and Career/College Fair Committee
This committee will solicit corporate, college, and private support for the committee.
Support may come in the form of a monetary donation, workshop and or college/career
fair participation. The committee should utilize all avenues of possible support.
4
Corporations/Colleges may choose to make a monetary donation or “gift “ in any of the
following forms:

Career/College Fair Booth
 Meals and Refreshments

Door Prizes
 Workshop Speakers

Copying Services
 Postage

Telephone and Fax
 Audiovisual Equipment
Responsibilities of the committee include but are not limited to:
 Serve as a point of contact
 Provide information to the appropriate conference committees.
 Coordination of follow up contacts with other committees
 Provide the publicity committee with the following information: speaker’s name,
titles and company affiliations, and abstracts of presentations
 Provide treasury committee with a record of monetary donations from companies
 Maintain an accurate list of all corporate/college sponsors
Registration Committee
This committee is responsible for creating a registration packet and implementing a
registration process.
Responsibilities include but are not limited to:
 Provide Operations Committee with an accurate tally for hotel and meal
accommodations
 Preparation of registration packet to be sent.
 Preparation of packet to be handed out at registration.
 Confirm receipt of participant's information and fees during the process
 Provide Program Committee with an accurate tally of attendees. Staff information
desk throughout the conference
Publicity Committee
This committee is responsible for all the public relations portion of the conference
Responsibilities include but are not limited to:
 Find and work with graphics artist
 Design, post and distribute posters, fliers, articles, etc.
 Have the appropriate signage in place for the conference
 Design and Maintain a Conference web site
 Provide news releases to area magazines, newspaper
 Provide information for release to organizational components
5
Developing a Timeline
A timeline is imperative for running a smooth conference. The time line should be fluid
and not stagnant. Changes will occur along the way and the committee needs to be
flexible. Some deadlines and dates may require change along the way.
14 months prior to conference
 Two months prior to submission of bid
o Contact hotel and host site for room availability
o Contact caterer/host site food operations for preliminary cost of meals for
the conference
o Prepare an estimated budget based on the hotel, site and meal costs
o Develop an outline for the conference
o Develop a conference fee based on the preliminary budget
o Develop a working committee for the conference
13+ months prior to conference
 Two weeks prior to submission of bid
o Create bid document
o Plan and practice bid presentation
12 months prior to conference
 Make bid presentation to be host site for the next year's conference
 Upon winning conference bid
o Return to your organization and share your victory. It is important to get
buy in from all members of the organization, as it will take many people to
make the conference a success.
o Solicit additional members for the conference committee. Solicit some
form of commitment from every member of the organization; including
those unwilling to make a larger commitment to serve on the organizing
committee.
o Brainstorm with the group possibilities for conference components
 Refine the timeline
o Working backwards from the conference date list all the important
deadlines. Consider all the following dates:
 Conference registration, hotel accommodations, catering issues,
printing and mailing issues, budget planning.
o Consider budget needs and develop an aggressive sponsorship campaign
 Finalize contract with hotel or site for room accommodations
 Develop and print letterhead (if needed)
 Contact the organization that was the previous host
o What information might they have to share
6


Establish a regular meeting time and method of communication between
conference committee members
o Will you meet monthly? Will there be email correspondence between
meetings?
Logo development
o Will there be a conference logo? Who will develop the logo?
11 to 10 months prior to conference
 Begin sponsorship campaign
o Identify source of start-up money and make a presentation to that source
o Identify an overall sponsor or two; identify companies willing to be cosponsors; identify companies that might be willing to sponsor an event
o Create a sponsorship package for mailing to all potential sponsors (see
addendum for sample)
o Create business cards for the organization (if needed) and send them to
prospective supporters with the sponsorship package
 Begin brainstorming a list of potential keynote speakers for the banquet
o Rank the list and begin contacting the individuals
 Be clear about compensation for travel, honorarium, the inclusion
of spouse or guest, etc
 Begin developing a list of potential workshop topics and presenters
 Develop and upload web-page with conference and area information
 If a career or graduate school fair is part of the conference develop a list of
potential corporations and schools and begin solicitation
 Create a database system where all information about potential sponsors, career
and graduate fair participants can be recorded
9 months prior to conference
 Begin development of registration material
o Develop a teaser mailing that announces the conference and gives website
information
o Begin developing database and registration materials for participants
 Will there be both paper and web-based registration?
 Update website as needed
 Continue working on potential workshops/speakers; sponsorship; career and
graduate fair participants
8 months prior to conference
 Keynote speaker should be identified and arrangements agreed upon
 Conference sponsor (if there is to be a major sponsor) should be identified
o Co-sponsors should be identified as well
o Committee members should schedule meetings with these sponsors to
identify and finalize sponsorship issues
 Update the website to include keynote address and conference sponsors
 Continue working on sponsorship, career and graduate fair participants
7
7 months prior to conference
 Finalize list of workshops and begin narrowing down potential speakers
 Develop a more detailed conference outline based on workshop choices
o How many tracks will be run?
o What rooms will be needed to run those tracks
o Will there be additional programming? High School/outreach
programming? A design competition?
 Meet with host site to finalize room requirements
6 months prior to conference
 Prepare information for distribution in "parent organization" newsletters and news
releases
 Send progress reports to sponsors, keynote speaker and others that you need to
keep informed
 Send preliminary information to potential registrants
o There should be some response required as to the possible numbers of
attendees
o Participants should be told in this mailing about the resume book for the
college and career fair (a deadline date should be given)
 Contact the tourism bureau for events in the area during conference time, flyers
and are maps for inclusion in the registration packet, develop a list of "sights and
restaurants of interest"
 Update website to include tourism information
 Finalize additional programming and activities
 Finalize list of workshop presenters
 Continue working on sponsors, career and graduate fair participants
 Meet with the on site facilities personnel to discuss the college and career fair
o A template for tables and chairs should be discussed
o Arrangements should be made for companies to deliver the set up of
displays to be used during the fair
5 months prior to conference
 Finalize registration material for printing - send to printer
 Finalize other printed material for the registration packet - send to printer
4 months prior to conference
 Send out registration information
 Update registration information on website
 Send request forms to keynote speaker, workshop presenters
o What audiovisual equipment is needed? Ask presenters to provide
biographical material. What accommodations will be required
 Finalize list of career and graduate fair participants
o Send forms to identify any equipment needs
8
3 months prior to conference
 Order supplies for registration packets
o Pens, nametags, etc.
 Purchase gifts for keynote speaker and workshop presenters
 Confirm audiovisual requests and session times with speakers
 Confirm equipment needs and session times with career and graduate fair
participants
 Prepare conference evaluation form (see addendum for sample)
 Enter registration information in database as it is received
 Deadline for participant resumes for the resume book to be distributed at the
college and career fair
2 months prior to conference
 Resume book should be organized.
o A suggestion is to organize by discipline or major
 Send resume book to the printer
 Send reminder letter to companies and schools participating in the college and
career fair regarding the delivery of materials.
1 month prior to conference
 Finalize plans with food service
 Finalize Banquet
o What will the program look like?
o Confirm attendance of local dignitaries, school officials, etc
o Will there be a need for flowers? Audiovisual or sound needs?
o Make appropriate arrangements
 Create hotel room assignments (if needed) and send confirmation to attendees
 Send out press releases to "parent organization", local newspapers, and other
pertinent publications
 Update website with any last minute details
 Develop a list of conference duties for the actual days of the conference and
assign tasks to committee members and other volunteers
 Create and print signage for the conference (directions to rooms, meal facilities,
restrooms, etc)
DON'T PANIC -- you are in the home stretch now -- the hard work has been completed
2 weeks prior to conference
 Contact hotel with final numbers
 Contact food services with final numbers
 Begin preparing registration packets and name tags
1 week prior to conference
 Prepare program for banquet - have printed
9
Hotel
The hotel accommodations are key in organizing a conference. The initial work with the
hotel is done during the "planning the bid" phase of the conference. Before contacting
the hotel, determine what space needs are required for the conference. Are meeting
rooms, banquet rooms needed? Or will the hotel be used to simply house participants?
If you are an organization affiliated with a college or university, it is important to
understand any policies or regulations regarding the use of outside space and funds to pay
for that space. Some colleges and universities require that college personnel review the
hotel contract and perhaps sign the contract along with an individual from the host
organization.
It is important to develop a good relationship with the hotel. One individual from the
organization, typically the operations chair is assigned to deal with the hotel. As the
conference draws closer, the registration committee will work with the hotel on room
assignments. It is important to have one key contact at the hotel.
Factors for consideration in choosing the hotel - How many can the hotel accommodate?
What is the cost of the rooms? Can the cost be negotiated? How close to the site is the
hotel? Will transportation be required?
On-Campus Operations
On site operations are as critical as hotel accommodations. It is important that on site
operations be considered in the "planning for the bid phase". On site operations include
space needed for registration, workshops, meals, banquet, college and career fair, and any
other space required for the conference. Meals - cost and type - are important as well. It
is critical to meet with the catering or food services department to develop this portion of
the conference. Meals can often be one of the most expensive components of a
conference. Do not be afraid to ask questions or try to work a deal. Remember, the
conference is bringing added business to that department.
As part of the planning, determine what costs if any are involved in room set up and
breakdown. Will there be need for any type of chair or table rental? Who on campus
assists with audiovisual and sound system set-up needs - what is the cost involved?
It is important for the operations chair to have a good working relationship with the
representatives from the various departments of the on site facility.
Creating Sponsorship
Sponsorship is critical in planning and organizing a successful conference. The amount
of sponsorship needed depends on two important factors: the overall budget required to
run the conference and the amount the organization feels conference participants should
10
be charged. The difference between these two numbers is the amount that will need to be
raised.
Conferences always need start up funds. These funds are needed early on for many of the
projects needed to get the conference rolling: a deposit for the hotel, letterhead to begin
the sponsorship campaign, initial printing costs, business cards, postage for mailings, etc.
Some organizations have "roll-over" funds that are transferred to the next host site. Other
organizations have "parent organizations" that may provide funding. Typically, an
organization within a college environment may be able to seek start up funds from the
dean's office or the development office.
Once start-up funds are secured, the real work begins. It is suggested that the
organization work with the development office to identify corporations willing to sponsor
events such as a conference. The committee can then generate a list of companies to be
contacted. When developing the list of potential sponsors, it is imperative to have a
contact person to whom the organization should send the solicitation letter. If the
organization is asking a company or corporation to give a substantial gift, an in-person
visit should occur. Most other solicitation can take place via mail.
The solicitation visit or letter should clearly detail the purpose of the event, the number of
individuals whom will benefit from the event as well as how they will benefit. The letter
should also include the benefit to the company. It is recommended that a sponsorship
packet as well as information about the host organization accompany the solicitation
letter. Solicitation letters should be followed up with phone call within two weeks. All
letters and calls should be tracked and detailed in a database format. Thank you letters
should be sent to companies once sponsorship has been received. An additional letter
should be sent closer to the conference - this letter should include pertinent details about
the conference and should once again thank the company for their sponsorship.
College and Career Fair
A College and Career Fair is intended to allow conference participants the opportunity to
network. The ability to make professional contacts and share one's resume is a
tremendous boon to a college student. Organizations hosting a conference for a
collegiate crowd should consider a college and career fair as a vital piece of the
conference - one that should draw tremendous interest.
Corporations are solicited through the sponsorship campaign as part of the sponsorship
package details how a company can participate in the college and career fair. Graduate
Schools should also be solicited (if you will be utilizing this component). It is important
when solicitation corporations and graduate schools that the benefit those
companies/schools be clear.
11
It is a good idea to organize a resume book of all conference participants for distribution
to companies and graduate schools who participate in the college and career fair.
The college and career fair should take place in an open space - gymnasium or large hall depending upon the size of the conference. It is suggested that no more than 200 - 250
individuals pass through the fair at one time. Therefore, the number of sessions required
will be determined by the size of the conference.
Companies and graduate schools should be given a 6 to 8 feet table space, and two chairs.
Companies are responsible for the set up of their space. (Note: Provisions for delivery of
company materials will have to be made with the site facilities personnel several months
before the conference). At least four members of the working committee will need to be
on hand the day of the fair to assist companies with set-up.
Refreshments, lunch and parking should be provided to these individuals the day of the
fair.
Workshops
The number of workshops offered will depend on several factors: the number of
conference participants, the amount of time allotted for workshops as well as the depth
and breadth of the workshops offered Are the workshops focused on professional
development, personal development or both. Are the workshops to be lecture format or
interactive? It is suggested that both are offered.
A track system allows participants to choose one of a number of options for each time
slot available. Tracks give the participants more flexibility but do require detailed
organization on the part of the committee.
Once the tracks and number of workshops are determined, the hard work begins. The
committee and others in the organization must brainstorm for workshop ideas and
potential presenters. A list should be developed and several individuals should solicit
involvement. Solicitation of workshop presenters may be done be letter, phone or both
depending on how well the organization knows the individual being contacted. As with
sponsorship, the information given to potential presenters should include: information
about the conference, the participants and the benefits involved for all.
Prior to the conference, information about the presenter, the workshop and the
audiovisual needs should be obtained (see timeline). Presenters should also be sent
reminder letters about parking, instructions as to where to report on the day of the
conference. On the day of the conference, presenters should have a specific area in
which to register. They should be personally escorted to the workshop room and be
introduced.
A formal thank you letter should be sent to all presenters. It is also suggested that a small
gift be presented on the day of the workshop.
12
Registration
Registration may be handled by mail or via the Internet depending upon the skill and
desire of the organization. A registration packet should be developed and sent to the
printer about five months prior to the conference.
The committee should have a "stuffing party" to get the mailers out -this time can also be
used to catch up all committee members. The deadline for registration should be
established - generally the hotel will want the number of participants about 1 month
before the conference therefore, the organization's deadline should be about 3 weeks prior
to that deadline. This allows for late registrants
Registration should include hotel information, workshop registration information as well
as any dietary restrictions. Other information to be included in the packet should be:
directions to the hotel, to whom payment should be made, the deadline date, a number to
call with questions, any area tourist information.
A database system should be established for recording all registration information.
The conference booklet, which is handed out upon actual registration at the conference,
should be decided upon. Information for the booklet should include site maps, welcome
letters from area dignitaries, a conference schedule, etc.
Other Conference Components
A Competition
A competition between factions of the organization can be a good way to teach skills and
have fun. For example, at the Drexel SWE 1999 Region E Conference the First Annual
Hughes Technologies Competition was held. The competition was the culminating event
of the conference. Hughes Technologies graciously gave $2200 in prize money for
distribution. The competition was a 3-part event. Each of the 3 parts was a different type
of game or simulation involving teamwork and communication skills. Teams were
awarded points for completion of each component.
An Outreach Component
An outreach program can be a great public relations tool, if there are enough personnel to
facilitate the program. For example, at the Drexel SWE 1999 Region E Conference, a
high school program was facilitated by the organization. Young women from local high
schools were invited to participate in a 1/2-day program, which focused on engineering as
a career possibility. The program involved a presentation from a Colonel Major from the
Army Corps of Engineers (who was a woman) as well as conversation with faculty,
13
students and administrators. The students also enjoyed some hands on participation in
survival and teamwork exercises.
Social Mixer
If the conference will bring together many individuals who may not know each other, it
may be a good idea to have a social mixer of sorts. For example, at the Drexel SWE
1999 Region E Conference, there was a Professional Society Mixer. Not only were
conference participants able to meet and talk with one another, but there were also
engineers from Professional Engineering Societies present to talk about the importance of
networking and involvement in such organizations.
This type of event does involve some additional organization for the committee but the
rewards can be tremendous.
Evaluations
It is imperative that organizations receive feedback. Feedback provides insights as to
what worked, what did not and can provide good suggestions for the future. Samples of
evaluations are in the addendum.
14
Addendum
Sponsorship Information Booklet (2 pages)
1999 SWE Mid-Atlantic Regional Conference
“Engineering the Millennium, the Sky’s the Limit”
November 5-7, 1999, Philadelphia,
Proudly Hosted by Drexel University
Platinum Sponsor:
$5000
• Recognition of Sponsorship Level
• Large Display of Company Logo
• Company Logo on Paraphernalia
• Free Career Fair Booth
• Electronic Link to Web Site
• Full Page of Advertisement
• SWE Resume Book
Gold Sponsor:
$2500
• Recognition of Sponsorship Level
• Large Display of Company Logo
• Free Career Fair Booth
• Electronic Link to Web Site
• Full Page of Advertisement
• SWE Resume Book
Silver Sponsor:
$1000
• Recognition of Sponsorship Level
etc.)
• Display of Company Logo
• Discounted Career Fair Booth
• 1/2 Page Advertisement
• SWE Resume Book
Bronze Sponsor:
$500
• Recognition of Sponsorship Level
• Small Display of Company Logo
• 1/2 Page of Advertisement
• SWE Resume Book
Event Sponsorship:
• Recognition of Sponsorship level
• Event Named After the Company
• Advertisement (size depending)
• SWE Resume Book
Career /Graduate School Exhibition:
• 1/4 Page Advertisement
• SWE Resume Book
$350
Friends of SWE: All Other Contributions
(e.g. Monetary Support, door prizes, pens, binder,
• Recognition of Sponsorship Level
• 1/8 Page of Advertisement
• SWE Resume Book
15
1999 SWE Mid-Atlantic Regional Conference: “Engineering the Millennium, the Sky’s the Limit”
(check all that apply)




Yes, we would like to be an official sponsor of the 1999 SWE Regional Conference.
Yes, we would like to have a booth at the Career Fair.
Yes, we would like to participate as a workshop leader.
Yes, we would like to place an ad in the conference booklet.
Please include our company as a ________________________________ Sponsor.
We would like to contribute $___________________ and / or the following items:
__________________
Company: _________________________________
Contact:
_________________________________
Title:
_______________________________
Address:
___________________________________________________________________________
Phone:
____________________ Fax: _____________________ Email: _____________________
For further information please write to: swe@coe.drexel.edu
Please mail your response to:
SWE Corporate Support
Drexel University Curtis 261
3141 Chestnut Street
Philadelphia, PA 19104
And make your tax free donations to: “Drexel University SWE”
16
Sample of Evaluation for Individual Workshops
Workshop Title
Presenter
Please rate the workshop by circling your response
1. Quality of the information presented ~
very high somewhat somewhat
high
low
very low
2. Usefulness of the information presented ~
very high somewhat somewhat
high
low
very low
3. Relevance of information to my education/career goals~
very high somewhat somewhat
high
low
very low
4. What did you like best about this workshop?
5. What might like you like to see changed?
17
Sample of Overall Conference Evaluation
18
Sample of Workshop Tracks
AM Workshops
Track
I
9:00
Track
II
10:00
Track
III
11:00
Workshop
Workshop
Workshop
Workshop
Workshop
Ia
Ib
Ic
Id
Ie
Title
Presenter
Workshop
IIa
Title
Presenter
Workshop
IIIa
Title
Presenter
Title
Presenter
Workshop
IIb
Title
Presenter
Workshop
IIIb
Title
Presenter
Title
Presenter
Workshop
IIc
Title
Presenter
Workshop
IIIc
Title
Presenter
Title
Presenter
Workshop
IId
Title
Presenter
Workshop
IIId
Title
Presenter
Title
Presenter
Workshop
IId
Title
Presenter
Workshop
IIId
Title
Presenter
PM Workshops
Track
I
1:00
Track
II
2:00
Track
III
3:00
Workshop
Workshop
Workshop
Workshop
Workshop
Ia
Ib
Ic
Id
Ie
Title
Presenter
Workshop
IIa
Title
Presenter
Workshop
IIIa
Title
Presenter
Title
Presenter
Workshop
IIb
Title
Presenter
Workshop
IIIb
Title
Presenter
Title
Presenter
Workshop
IIc
Title
Presenter
Workshop
IIIc
Title
Presenter
Title
Presenter
Workshop
IId
Title
Presenter
Workshop
IIId
Title
Presenter
Title
Presenter
Workshop
IIe
Title
Presenter
Workshop
IIIe
Title
Presenter
19